City audit finds gaps in Atlantas fuel controls, recommends 17 fixes

The Atlanta City Auditor presented a performance audit on controls over fuel consumption that found gaps in how the city tracks and secures fuel for city vehicles and equipment. The audit examined Fuel Focus and AssetWorks records and site conditions across city fueling locations and recommended 17 actions to improve monitoring, recordkeeping and site security.

The audit team, led in the presentation by Brandy Bell, reviewed Fuel Focus transaction records from Jan. 1, 2018, through July 16, 2024, site visits to 18 fuel locations and system and policy documents. The report said Fuel Focus recorded about $45,000,000 in fuel costs for 15,800,000 gallons dispensed at tracked sites during that period and that Fleet Services purchases roughly 3,000,000 gallons annually. The audit noted that Fuel Focus and AssetWorks now store vehicle and gas-can capacities and that daily limits and failed-odometer attempt limits have been set, but that staff workarounds and data gaps remain.

Why it matters: incomplete or inaccurate fueling records and unmonitored fuel sites raise the risk of fuel misuse or theft and make it harder for departments to bill costs to the proper units. The audit identified patterns that could mask misuse, including shared employee identification numbers, inactive employee IDs still recording transactions, and both gasoline and diesel refills on the same vehicles.

Key findings and evidence

- Data gaps: Nearly 22,000 field transactions had a blank employee name and more than 6,300 fuel tickets lacked an employee identification number in Fuel Focus. (Audit presentation)

- Coverage gaps: The city has 29 locations that dispense fuel, but the audit identified 19 sites that lacked the island control units needed to record transactions in Fuel Focus; four golf course sites and 15 fire stations were named as unmonitored examples. (Audit presentation)

- Site security and safety: Several sites lacked consistent surveillance access under public works control, signage varied in condition and content, some tanks lacked meters, barriers were absent at multiple sites, and a number of sites had outdated or missing safety equipment and inspection documentation. The audit shows photographs of tanks and site conditions at locations including Chastain Park and Kenmore Park. (Audit presentation)

- System and process weaknesses: Instances were found where employees used the same identification number at different pumps or sites at the same time, suggesting shared IDs; some inactive employees still had active fueling status. The audit found that departments did not always submit required gas-can key request forms and that Fleet Services did not perform the stated annual reviews of gas-can assignments. (Audit presentation)

Department response and council questions

Melissa Davis, interim deputy commissioner for the Department of Public Works, said the department accepts the recommendations, "with the exception of 1 where we did partially agree," and that DPW will work with the Department of Human Resources to obtain regular reports on employees who have left the city so Fleet Services can update authorizations. The auditor, Amanda Noble, said the office does not have a standard cadence for audits and that the fuel review was selected as a risk-based topic because it had not been examined in many years. "We do not have a standard cadence for audits," Noble said.

Council members pressed for follow-up data. Councilmember Juan asked whether the audit team could compare the $45 million captured in Fuel Focus to total fuel purchases to estimate untracked consumption; auditors said purchases for unmonitored sites were not included in the $45 million figure and recommended compiling purchase and tank-inventory information to reconcile totals. Councilmember Howard Shook expressed frustration that many issues echo a 2012 audit and asked who decides access to premium fuel. Several council members encouraged using the upcoming budget process to fund monitoring technology and pilot telematics already underway.

Recommendations and next steps

The audit made 17 recommendations to the public works commissioner, of which the commissioner agreed with 16 and partially agreed with one. Recommendations include periodic reviews of employee status and assignments in Fuel Focus/AssetWorks; ensuring all dispensing sites are connected to Fuel Focus or that consistent manual reporting processes are in place; installing or repairing site cameras under public works purview; adding meters and monitoring to tanks at golf courses and fire stations; improving signage and safety inspections; and documenting monthly storage-tank inspections.

The council voted to accept and file the audit. Motion: "Motion to accept and file" (mover: Council Member Shook; second: Council Member 1). Vote: 6 yes, 0 no. The Department of Public Works said it will work with Human Resources and the executive office on funding and implementation plans and noted a pilot to use telematics on vehicles to gather real-time data.

The audit presentation and the departmental commitments create a record for follow-up by council when departments present budget requests and implementation plans.